Enter an Invoice

Field Name

Displays

Vendor no

The vendor number

Invoice no

The invoice number

Inv date

The invoice date

Disc date

The discount date

Due date

The date the invoice is due to be paid

Post date

The date the invoice will be posted

Trans

The transaction code:
BI: Billing Invoice
CM: Credit memo
CP: Cash payment
DM: Debit memo

Mthd

The payment method (e.g. CK for check)

Invoice amount

The amount of the invoice

Bal/Var

B indicates the distribution lines are out of balance; V indicates a price variance that exceeds the acceptable tolerance

Vendor name

The name of the vendor

Alt remit-to

The vendor's alternate remit-to number

To

Do This

Add an invoice

Click Add.

Delete an invoice

Highlight the line and click Delete. See Delete.

Review or change an invoice

Highlight the line and click Select or double click the line.

Return to the batch header

Click OK.

Field Name

Type / Max Length

Action / Description

Vendor number

Required
10 alphanumeric

Enter the vendor number or click the Lookup icon and use the standard lookup options to select the vendor from a list.

Invoice number

Required
25 alphanumeric

Enter the vendor's invoice number or enter ON-ACCT if you do not know the invoice number.

Transaction code

Optional
2 alphanumeric

Accept BI for Billing Invoice.

If you want to enter a credit memo, see Enter a Credit Memo.

Invoice amount

Required
14 numeric in the format 999999999999.99

Enter the total amount of this invoice in the vendor's currency.

Enter a positive amount.

Accept .00 to create a zero balance invoice, which you can use to correct the GL distribution of a previously entered invoice. The program prompts Zero balance invoice; continue? Click Yes to proceed or No to enter an amount.

Discount amount

Optional
14 numeric in the format 999999999999.99

Enter the discount amount or leave blank to have the system calculate the discount amount when you complete data entry: Invoice amount x Discount %.

Note
If you change the Discount % field to zero, you must also change this field to zero.

1099/GST

Optional
14 numeric in the format 999999999999.99

Enter the amount of the invoice that is reportable for 1099/GST tax purposes.

Note
This field's label depends on your selection for the Tax type field for this vendor in the Vendor Maintenance (VM) program:

Template

Optional

Accept the default template or select a template for invoice distribution.

Use Vendor Maintenance (VM) to set the default selection. Set up templates in the AP Template Maintenance program (NSM).

Reference

Optional
30 alphanumeric

Enter the reference you want to print on the check or leave blank to print the invoice number and transaction code.

Payment method

Optional
2 alphanumeric

Accept the displayed AP payment method code or select a different payment method.

The default is from the Payment method field for this vendor in the Vendor Maintenance (VM) program.

Alt remit-to

Optional
10 alphanumeric

Enter an alternate remit-to or click the Lookup icon and use the standard lookup options to select the remit-to from a list.

AP terms

Required
3 alphanumeric

Accept the displayed AP terms code or select another AP terms code.

The default is from the AP terms field for this vendor in the Vendor Maintenance (VM) program.

Type of invoice

Optional

This field defaults to the value set in Vendor Maintenance for the vendor you entered; a blank entry defaults to attach the invoice to a purchase order.

Valid options are:

• Y: Invoice is tied to a purchase order

• N: Invoice is not tied to a purchase order

• D: Invoice is tied to a "drop ship" purchase order

• L: Landed cost invoice
  
  Note
  If you specify that this is a landed cost invoice, you must also select the landed cost type.

Pay/Hold

Optional

Accept Pay if the invoice is eligible for payment or select Hold if it is not.

When you run the Vendor Invoice Payments (NC) program, you cannot select invoices that are on hold.

AP org code

Required
2 alphanumeric

Accept the displayed organization code or select a different organization code.

The default is set in the Posting Criteria Maintenance (XPC) program.

AP account no

Required
10 alphanumeric

Accept the displayed liability account, enter a different account number, or click the Lookup icon and use the standard lookup options to select the account from a list.

The default is set in the Posting Criteria Maintenance (XPC) program.

Invoice date

Required
10 date

Accept the login date, select a date, or enter a date shortcut.

The login date displays only if you selected the Default invoice date? option for this program. See Set AP Invoice Entry Options.

If you select a future date and selected the Message if inv dte in future? program option, the program displays the message Invoice date is in the future; continue? Click Yes to retain the date you entered or click No to change the date.

Discount date

Required
10 date

Leave blank to have the program calculate the discount date based on the AP terms code or select a different discount date.

If the AP terms field is blank and you leave this field blank, the program uses the Invoice date.

Due date

Required
10 date

Leave blank to have the program calculate the due date based on the AP terms code or select a different due date.

If the AP terms field is blank and you leave this field blank, the program uses the Invoice date.

GL posting date

Required
10 date

Accept the login date, select another date for posting this transaction to the general ledger, or enter a date shortcut. The date cannot be in a closed period.

If you select a future date and selected the Message if post dte in future? program option, the program displays the message GL posting date is in the future; continue? Click Yes to retain the date you entered or click No to change the date.

Exchange org code

Conditional
2 alphanumeric

Accept the displayed exchange organization code or select a different organization code.

The default is set in the Posting Criteria Maintenance (XPC) program.

Exchange acct no

Conditional
10 alphanumeric

Accept the displayed exchange account, enter a different account number, or click the Lookup icon and use the standard lookup options to select the account from a list.

The default is set in the Posting Criteria Maintenance (XPC) program. The program uses this account if you are using the multi-currency feature and the vendor wants to be paid in a foreign currency. See Background for more information.

Discount %

Optional
4 numeric in the format 99.99

Accept the displayed discount percent, enter the vendor's discount for this invoice, or leave blank to use the AP terms. For example, if the vendor discount is 2.5%, enter 2.5.

The default is from the Vendor disc % field in this vendor's record in the Vendor Maintenance (VM) program.

Landed cost type

Conditional

If you specified that this is a landed cost invoice, you must also select the landed cost type.

To

Do This

Change a field

Move the cursor to the field and make required change(s). Click Apply.to accept the change or click Cancel.

Delete this record

Click Delete. See Delete.

Display this vendor's address or remit-to address

Click Address. Click Remit-to or Vendor or click Back to end this action.

View or import documents associated with the invoice

Click Documents.

• Click View to view archived and imported documents, See Display Document Archive. The View button is active only if archived documents are available.

• Click Import to import a document.

See Document Archiving and Document Import for more information.

Select receivers to pay

Click Post. See Select Receivers.

Accept the data

Click OK. See step 1.